Welcome to Athletify! This guide will walk you through setting up your organization so that your scheduling and messaging become fully automated. While this guide uses desktop screenshots, you can perform all these actions seamlessly via the Athletify Mobile App.
Phase 1: Building Your Foundation
Before you schedule a single shift, you should set up your Organization tab. If this is filled out correctly, your future shifts will "auto-populate," saving you hours of manual entry.
Staff & Admins: Go to the Staff tab. We recommend adding your Admins first.
Pro-Tip: Use the "Send Invites Later" feature to build your "sandbox" environment. You can play with the schedule and layout before officially inviting your team.
Create Programs: Go to the Programs tab.
Give it a title and assign specific admins.
Location: We use Google-based locations. Start typing an address, and it will auto-populate.
Positions: Add the specific roles (e.g., Referee, Lifeguard, Front Desk) needed for this program and assign them colors for easy viewing.
Organization Settings: Ensure your time zone and payroll "week start" are correct to avoid scheduling conflicts.
Phase 2: Adding Your Team
Once your Programs and Positions are created, it’s time to bring in the staff.
Assign Positions: Always attach at least one position to a staff member when inviting them. This ensures that when they log in, they see relevant info rather than a blank screen.
Access Levels: For fellow administrators, ensure you select "Full Access" so they can manage organization-wide settings.
Phase 3: The "Set It & Forget It" Automation
Athletify is designed to handle the "heavy lifting" of approvals so you don't have to.
Program-Based Request Settings
In Program Settings > Request Settings, you can choose how to handle "drops" and "claims":
Auto-Approve Claims: The system will not allow a staff member to claim a shift if they lack the correct position, are over their hour limit, or have an age restriction conflict.
The Benefit: If a staff member drops a shift and another qualified person claims it, Athletify can auto-approve the switch instantly.
Availability vs. Time Off
Availability: These are recurring "general" hours.
Time Off: These are one-time events (vacations, etc.).
Security Toggle: In Settings, we recommend toggling on: "Do not allow staff to enter availability that conflicts with an existing shift." This prevents staff from "disappearing" from a shift they are already assigned to.
Phase 4: Pro-Scheduling & Messaging
With your foundation built, scheduling is a breeze.
Fast Add: Use this to bulk-create shifts. The parameters stay put so you can add multiple shifts across different days with just a few clicks.
Unified View: Use Filters to create specific views (by location or position). You can Save these views so you don't have to re-filter every time you log in.
Dynamic Messaging: Channels are position-based. If you add a "Referee" position to a new hire, they are automatically added to the Referee chat channel.
Admin Tip: Use Announcement Mode in channel settings if you want to be the only person allowed to post.
🔔 Final Step: Check Your Notifications
To ensure you never miss an update:
Click your Profile.
Select the Notifications tab.
Toggle your preferences for tradeboards, pickups, and messages.
Need Help? Click the Help Tab to message us directly or browse our video tutorial library!